Executive Assistant to the Archbishops’ Secretary for Appointments

This job has now expired
Lambeth Palace, London
Employee
£32,787 - £35,255 per year (after probation) Pro rata

Our aim is for everyone in the National Church Institutions (NCIs) to feel that they belong, and are valued for who they are and what they contribute. Together, our people contribute in different ways towards our common purpose, whichever NCI they work in and whatever their background.

The Senior Appointments and Vocations Team is a key team within the Office of the Archbishops of Canterbury and York, supporting and advising the Archbishops and the wider Church on the appointments process for senior clergy. The Team’s work supports the Crown Nominations Commission in identifying new Diocesan Bishops; those involved in appointing Suffragan Bishops; and the selection panels who nominate new cathedral Deans. The Team also supports senior clergy in their vocation and discernment, working closely with the Ministry Development Team to ensure that senior clergy are equipped for the Church of England’s missional challenges and for the vital role it plays in the life of the nation.

This role offers a unique opportunity to work in a small, friendly, committed, professional and busy team working on a complex, detailed and fast-paced portfolio of senior appointments and associated projects.

We work as a close-knit team in beautiful surroundings, part of the Lambeth Palace community and Office of the Archbishops of Canterbury and York, supporting each other with care, flexibility and good humour.

As Executive Assistant, you will provide high quality support to the Archbishops’ Secretary for Appointments and help with the administration and coordination of the work of the wider Senior Appointments and Vocations team.

We would like to hear from you if you have the skills and confidence to manage diaries, correspondence and papers for a senior manager efficiently, with a calm and diplomatic approach and have the essential requirements outlined below, to excel in this role.

The working hours will be 28 hours per week however we are happy to offer flexibility and discuss the working arrangements.

To arrange an informal conversation about the role please contact stephen.knott@churchofengland.org

Interviews will be held on the 14th July 2022.

The Church of England is for everyone and we want to reflect the diversity of the community the Church serves across the whole country. This is a priority for the Archbishops. Therefore, while of course we welcome all applications from interested and suitably experienced people, we would particularly welcome applicants from UK Minority Ethnic Backgrounds and disabled people.

In return we offer a unique environment with opportunities for continuous learning, generous annual leave for work life balance, season ticket loans and a range of benefits including discounted entry to attractions and what we feel is a market leading package when it comes to our pension scheme.

The Role

Diary and communication

  • Complex and efficient diary management involving multiple stakeholders, including booking travel and accommodation.
  • Managing and prioritising communications, whether by phone, e-mail, letter or in person, drafting high-quality and timely responses.
  • Being aware of the Archbishops’ Secretary for Appointments’ objectives, priorities and views, communicating these appropriately and sensitively to external and internal stakeholders.
  • Building and maintaining relationships with key contacts and their offices, keeping the Archbishops’ Secretary for Appointments updated, as appropriate.

Planning and organising

  • Organising high-quality events and meetings.
  • Receiving and greeting visitors and being an ambassador for the Archbishops’ Secretary for Appointments and the wider team in welcoming guests.
  • Forward planning to ensure proper and timely briefing on forthcoming meetings and deadlines.
  • Working alongside and supporting the planning and delivery of senior appointments processes.

Research and writing

  • Drafting briefs for meetings and official engagements.
  • Researching issues and projects relating to the work of the Archbishops’ Secretary for Appointments and the wider team.
  • Drafting and keeping updated documents, reports, policies and other material.
  • Drafting and developing communications for internal and external use.

Finance and governance

  • Providing committee support, drafting agendas, taking high quality and timely minutes at meetings, following-up and tracking progress on actions.
  • Oversee the Team budget, tracking spend and providing financial support, ensuring the timely processing of invoices and expenses.
  • Working with and supporting colleagues in proactively keeping under review the administration of the Team, assisting with the development of systems and processes to enable increased efficiency and effectiveness.

The Requirements

Skills/Aptitudes:

  • Excellent knowledge of IT, Microsoft Word, Outlook, Excel, Teams, SharePoint, the internet, a networked computer system and the ability to use IT to find creative solutions.
  • Excellent word processing skills and proof reading.
  • Strong sense of responsibility that the work issued is of a consistently high standard, with fast response times.
  • Highly confidential, discreet and diplomatic.
  • Emotionally intelligent with the ability to respond sensitively and pastorally.
  • Excellent judgement in understanding and dealing with urgent and complex matters across a wide range of issues.
  • Enthusiastic, proactive and forward thinking with highly effective planning skills.
  • Excellent communication skills, both verbal and written, with an understanding of the importance and effectiveness of good communication.
  • Ability to draft and prepare high-quality, accurate correspondence, briefs and other material as required.
  • Highly focussed, organised and methodical, the ability to cope with conflicting priorities and projects.
  • A self-starter, able to use initiative and good judgement.
  • Ability to work calmly under pressure.
  • Flexibility with the ability to adapt plans quickly in response to change.
  • Strong team working skills.
  • Innovative and creative, with the ability to create and implement new processes and systems to improve efficiency.
  • Confident in working with numerical/financial data, able to summarise quantitative data, identify potential errors and present data that is easily understandable.
  • Outstanding attention to detail.

Knowledge/Experience:

  • Proven ability in managing diaries, correspondence and papers for a senior manager with the ability to find creative solutions.
  • High level of interpersonal and social skills, experience of, and confidence in, dealing with a wide range of people in the course of work, including at senior level.
  • Knowledge of the structures of the Church of England, its ministry and the role it plays in the life of the nation.
  • Significant experience providing executive support to a manager at a senior level.
  • Experience of preparing papers for committees, planning high-quality events and meetings.

Education:

  • Education to at least ‘A’ level standard, or equivalent professional experience.

Desirable

  • Experience of a Human Resources environment and/or recruitment.
  • Experience of project management.

We in the National Church Institutions support the mission and ministries of the Church all over England. We work with parishes, dioceses (regional offices), schools, other ministries and our partners at a national and international level.

Excellence, Respect, Integrity

We follow these three values in everything we do, whether we are of Christian faith, another faith or no faith. To learn more about working for National Church Institutions and our benefits, please click here

As a Disability Confident Leader, we actively look to attract, recruit and retain those of you who are disabled.

As a member of the Armed Forces Covenant, we welcome applications from those of you who have served in our Armed Forces and their families.

We are committed to being an equal opportunities employer and to ensuring that everyone, job applicants, customers and other people with whom we deal, are treated fairly and not subject to discrimination. We will do whatever is necessary to provide genuine equality of opportunity. We continuously review our policies and processes to support our aim to create a workforce as diverse as the nation the Church of England serves.